HR Assistant

Job description

Job responsibilities

To provide a first class administrative support and assist the HR Team to deliver our HR service to the organisation and in the delivery of the People strategic aims of the Hospice. Key areas of the role include leading on the on-boarding of new starters, maintaining a HR database and supporting the recruitment and general administration across all areas of the employee lifecycle.

Main duties and responsibilities

Recruitment & Onboarding

1. Work alongside the HR Team to upload vacancies onto the Hospice website, NHS Jobs and any other platforms (i.e. specialist sites) including social media.

2. Assist with any general enquiries from prospective candidates or refer these to other members of the HR Team or Recruiting Manager.

3. Support with the preparation of interviews including shortlisting information, collation of interview questions and interview schedules, ensuring the Recruiting Manager is kept up to date on all correspondence.

4. Maintain and update recruitment data for reporting purposes.

5. Lead on the on-boarding process for new starters including sending offer letters, contracts, IT access and pre-employment checks including right to work, DBS checks, references and occupational health screening etc. Communicate with the new starter so they are kept updated.

6. Create new personnel records for all new starters on the HR database and Our Hospice Hub and work with other internal departments to set them up on other key systems within the Hospice.

HR Database

1. Be the main point of contact for employees and managers for any HR database related queries and action as necessary, ensuring the information on the database is accurate and up to date.

2. Manage the day to day running of the HR database including actioning any contract changes, access issues and support/ train managers as necessary.

3. Run reports from the database for key stakeholders.

Compliance

1. Ensure that probation reviews are completed in a timely manner and communicate outcomes with employees as necessary.

2. Manage the DBS renewal process, ensuring employees follow the process in a timely manner.

3. Run NMC checks for new starters and record their information on the HR database.

General

1. Deal with HR related queries on the phone, face to face and email, escalating to the HR team as necessary.

2. Assist and support the HR Team in the day to day running of the department including the move from paper to electronic personnel files and other retention projects.

3. Complete any administrative tasks.

Person Specification

Personal

Essential

• Ability to work confidentially and with high levels of discretion
• Team player
• Enthusiasm and a proactive can-do attitude
• Courteous and respectful of others
• Awareness and ability to cope with pressure and a high volume of work
• Willing to learn and develop new skills
• Flexible to the changing needs of the post

IT

Essential

• Good IT skills
• Knowledge of Microsoft applications (Word, Excel, Powerpoint, Outlook)
• Knowledge of database/ systems

Desirable

• High level of excel skill and ability to produce reports
• Experience of using a HR database or recruitment system

Communication

Essential

• Excellent written and verbal communication
• Ability to communicate at all levels within the Hospice
• Proven interpersonal skills
• Ability to be sensitive and empathetic
• Confident communicator

Experience

Essential

• Experience of working in a fast-paced busy office environment
• Ability to prioritise, meet deadlines and targets
• Able to manage own time and be self-motivated
• High levels of accuracy and attention to detail
• Proven organisational skills

Desirable

• Experience of working in a HR environment
• Experience of dealing with people matters

Other requirements

Essential

• Be prepared to assist with Hospice fundraising activities

Qualifications

Essential

• Good general education

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

St Leonard's Hospice

Address

St Leonard's Hospice

185 Tadcaster Road

York

North Yorkshire

YO24 1GL

Employer's website

https://www.stleonardshospice.org.uk/ (Opens in a new tab)